Project Management Assistant: Drive Project Operations

Stantec; Boise (ID); On-site; USD 60,000 - 84,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

Ten paid holidays

Vacation 10–20 days per year

401(k) plan

Job summary

Stantec’s Boise team is seeking a Project Manager Assistant to support Project Managers with day-to-day administration, invoicing, scheduling, and cost tracking on advanced manufacturing projects. The role requires independent work styles and strong MS Office skills while maintaining confidentiality.

You will assist with project setup, insurance coordination, audits, and compliance within Stantec's PM framework, helping to keep project financials organized and on track.

Qualifications

• Requires proficiency in MS Word, Excel, PowerPoint, and Adobe Acrobat.
• Ability to multi-task and prioritize in a fast-paced environment.
• Excellent interpersonal skills and ability to interact with all levels of staff and management.
• Strong command of the English language in documentation with excellent communication skills.
• Willingness to learn new software applications to improve speed of delivery.
• Maintains high level of confidentiality.
• Flexible hours as deadlines require.
• Initiative to identify and execute tasks to support project delivery.

Responsibilities

• Has the ability to work and acclimate to different styles of PMs.
• Go-to person for project setup and financial tracking.
• Administering contracts from initialization to close-out.
• Tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PMs and client contacts and sub-consultants.
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepares or assists in the preparation of contract documents, letters, or reports as assigned.
• Learn client communication portals for transmittal of contract related documents and invoices.
• Code invoices, verify budgets on tasks and correspond with sub-consultants on revisions of invoices as necessary.
• Review proposals and contracts to understand scope, schedule, fees, and conditions.
• Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework.
• Be point person on Insurance – aware of COI requirements for Stantec and client.
• Knowledge of HSSE and ensure project meets requirements.
• Familiar with sector marketing and pipeline to assist with project setup in systems.
• Assist PMs with ISO-9001 Quality Management System compliance and audits.
• Track, analyze, and keep project financials in order with PM team.
• Maintain staffing resource assignments in internal tools.
• Receive information in various formats (reports, spreadsheets, emails, meetings, schedules).
• Develop knowledge of Oracle PM Dashboard.
• Act as primary contact for administration activities including RFIs, submittals, and similar documents.
• Identify need for change orders and assist with prep and follow-up and reallocation of budgets.
• Assist with project closeout.

Skills

MS Word

MS Excel

MS PowerPoint

English proficiency

Multitasking

Interpersonal skills

Confidentiality

Initiative

Education

Degree/diploma/certificate in related field

5+ years of relevant work experience

Tools

Microsoft PowerPoint

Adobe Acrobat

Oracle PM Dashboard

Job description

Stantec’s Boise team is seeking a Project Manager Assistant to support Project Managers with day-to-day administration, invoicing, scheduling, and cost tracking on advanced manufacturing projects. The role requires independent work styles and strong MS Office skills while maintaining confidentiality.

You will assist with project setup, insurance coordination, audits, and compliance within Stantec's PM framework, helping to keep project financials organized and on track.